Finance and Admin Officer

Project: Space to Lead

Job Location: Bogulagari (Plan Office), Nilphamari road, Jaldbaka, Nilphamari-5330.

Office Days/Hours: 6 days a week, 9:00 AM–5:00 PM

Funded By: Swedish International Development Cooperation Agency (SIDA)

Technical Support: Plan International Bangladesh

Implementing Partner: Asmani Foundation

Project Area: Kurigram

Project Duration: 01 October 2025-31 December 2028

Reports To: Project Coordinator, with overall accountability to the Executive Director

• Major Duties & Responsibilities:

  • Maintain accurate books of account, vouchers, cash and bank records, and supporting documents for the project, coded to the correct donor expenditure category.

  • Prepare payment vouchers, verify bills and payment requests, and process payments following organizational procedures.

  • Support the financial aspects of planning, purchasing, and progress monitoring, including financial analysis, accounting preparation, quarterly forecasts, and annual budgets.

  • Prepare monthly budget-versus-actual reports with variance commentary, and flag over- or under-spend to the Project Coordinator while there is still time to act.

  • Prepare financial reports for the donor in the required format and on schedule, reconciled to the general ledger.

  • Ensure donor compliance across financial transactions, HR, and program activities.

  • Proficiently manage donor funds, VAT, tax, and organizational branding requirements.

  • Complete financial due diligence on the co-implementing partner before the first disbursement, and administer the sub-grant agreement through disbursement, expenditure reporting, and liquidation.

  • Ensure every bill, invoice, and voucher is cross-checked against supporting documents, facts, and figures.

  • Follow the organization`s/project`s Duty Matrix and established line management and reporting structure.

  • Support the Project Coordinator in preparing the budget according to the project plan.

  • Maintain and update all accounts-related books and documents, such as the cashbook, bank book/cheque issue register, stock register, ledger, subsidiary ledger, and other financial documentation.

  • Prepare, update, and preserve financial information, files, documentation, and databases for financial management.

  • Monitor the approved budget against day-to-day actual expenditure as per program needs.

  • Assist the Project Coordinator in controlling and monitoring the budget, financial risk analysis, and mitigation strategy.

• Coordinate all procurement in line with organizational and donor procurement policy, with documented competition, evaluation records, and conflict-of-interest declarations.

• Ensure day-to-day cash and bank management, including all banking-related tasks.

• Ensure proper management of petty cash, keep it in safe custody, and ensure it does not exceed the policy limit.

• Manage contracts for digital platform and dashboard developers, media, consultants, and the solar installation vendor, with payments linked to deliverables.

• Manage office administration, logistics, and travel arrangements for training cohorts, District Peace Assemblies, caravans, and the national festival and roundtable.

• Maintain the fixed asset register, inventory, advances and settlements, payroll preparation, and ensure compliance with donor requirements and statutory deductions.

• Ensure compliance with NGO Affairs Bureau requirements for foreign-funded projects, the Bangladesh Labour Act 2006 (as amended), and the correct deduction and deposit of income tax and VAT at source.

• Support internal reviews and the annual external audit by preparing the complete supporting documentation file.

• Support the Organizational Capacity Assessment (OCA) process by strengthening and documenting the organization`s financial management systems, administrative procedures, and internal controls to meet OCA benchmarks and institutional readiness standards.

• Provide administrative support and human resources management, including personnel files.

• Maintain the HR database and manage leave and other related records.

• Assist in preparing agreements with landlords, vendors, and other parties.

• Analyze budget expenditure and prepare financial reports for project reporting.

• Prepare all types of financial reports (Trial Balance, Receipt & Payment Account, Budget and Expenditure Statement, Cash and Expenditure Status, Cash Recap by Bank Account, Bank Reconciliation Statement, etc.).

• Ensure timely submission of reports to management.

• Prepare and update asset tracking and reports.

• Prepare and submit any other financial and administrative reports as required by the project and organization.

• Maintain proper coordination and communication among the project team and donor representatives.

• Maintain a clear understanding of safeguarding, child protection, and the prevention of sexual exploitation, harassment, and abuse (PSHEA) policy, and ensure compliance with these policies.

• Contribute to organizational development by improving and standardizing financial policies, procurement guidelines, HR administration practices, and compliance frameworks that build institutional capacity as a growing women- and youth-led organization.

• General Duties

  • Ensure effective planning, coordination, and implementation of all assigned project activities in alignment with organizational standards, donor requirements, and agreed timelines.

  • Maintain regular communication and coordination with the Project Coordinator, local government bodies, women-led CSOs, and community stakeholders to ensure smooth project operations.

  • Provide technical and operational support to project field staff, volunteers, and community groups to maintain quality, inclusiveness, and accountability in program delivery.

  • Promote meaningful participation of women and young women, especially those from ethnic minority, displaced, and other marginalized backgrounds, across all components of the project, and ensure a safe, inclusive, and gender-responsive environment.

  • Uphold safeguarding principles and ensure that all project interventions prioritize the safety, protection, and wellbeing of participants and beneficiaries, with particular attention to women who take on public mediation roles.

  • Apply Do No Harm and conflict-sensitive practices at all times, and pause or adjust any activity that risks inflaming a local dispute or exposing a participant to retaliation.

  • Represent Asmani Foundation in coordination meetings, workshops, and external forums to promote collaboration and strengthen institutional visibility.

  • Support the development of project reports, communication materials, and other documentation required for accountability and knowledge sharing.

  • Perform other relevant duties as assigned by the supervisor or management to ensure successful project performance.

  • Actively contribute to organizational development as a women- and youth-led organization by participating in strategic planning, institutional strengthening, governance improvement, and internal capacity-building initiatives.

  • Take ownership of assigned areas within the Organizational Capacity Assessment (OCA) framework and contribute to the continuous improvement of organizational systems, governance structures, and operational standards.

• Represent and promote the organization`s identity, mission, and values in all professional interactions, networks, and platforms, contributing to building its reputation and positioning as a credible women- and youth-led development actor in Bangladesh.